Computer Technology Purchases

Approved by IS Committee, February 15, 2005Approved by Senior Administrators, April 19, 2005

A. When filling current vacant positions in the college

Typically, budgeted IS funds are already available for computing resources from the previous position holder. However, should the new hire require upgraded hardware, specialized software (including ongoing license fees) or peripherals, those costs must be covered by the department.

B. For new positions in the college

Departments will be required to cover the costs for significant new computing resources for any new employees (new positions). Typically, the lease cost of a new PC or Mac and standard application software will be covered by IS. However, the cost for specialized software (including ongoing license fees), specialized hardware or peripherals may need to be covered by the originating department. These costs should be added to any ACL request unless the department plans to cover the cost from current funds. Originating departments should consult with IS to determine the level of technology support available.

C. For computer technology funded via grants

The acquisition of any new computing resources (hardware, software, and peripherals) through grants or other outside funds should be coordinated with IS. The acquisition of those resources which have a four year or less projected functional life span, e.g., PCs, Macs, laser printers, and other peripherals, should be accomplished through leasing arrangements. IS will work with the originating department to bring appropriate equipment onto the IS lease plan and to estimate the ongoing cost to the department for inclusion in the lease plan. Maintaining software currency should also be coordinated with IS. IS will not assume responsibility for ongoing maintenance and lease of computer technology without this cooperation.

D. For computing technology funded through operating funds

A request to add significant new computing resources (computers, software, periperials, projection system, etc.) to labs or offices should be coordinated with IS. In addition to the cost for hardware, software and peripherals, ongoing software license fees need to be included in the budget. The acquisition of those resources which have a four year or less projected functional life span and generally cost more than $1000, e.g., PCs, Macs, projection system, laser printers, and some other peripherals, should be accomplished through leasing arrangements. Lower cost items should be purchased via departmental supply funds. IS will work with the originating department to bring appropriate equipment onto the IS lease plan and to estimate the ongoing cost to the department for inclusion in the lease plan. Maintaining software currency should also be coordinated with IS. IS will not assume responsibility for ongoing maintenance and lease of computer technology without this cooperation.